Page History

Telework Policy

December 2020

Telework Policy for All
Employees
TABLE OF CONTENTS

Policy Background and Context3
Definition3
Scope3
Terms of Telework Participation3
Eligibility for Teleworking4
Accountability and Evaluation4
Work Requirements4
Availability and Communications Requirements4
Performance Measurement5
Use of and Responsibility for Telework Equipment and Resources5
Determining the Appropriate Equipment and Resources5
User Responsibility for Telework Equipment and Resources5
Appropriate Use5
Establishing and Maintaining a Suitable Workspace6
User Workspace Requirements6
Security and Confidentiality6
Technical Support Processes6
Additional Resource7

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Policy Background and Context Policy Background and Context

Policy Background and Context

The purpose of this policy is to define accepted practices, responsibilities, and procedures for employees who The Colonial Williamsburg Foundation authorizes to work at home or in a designated alternative worksite. This policy defines:

• Terms of participation and eligibility for teleworking
• Accountability and evaluation
• Use of and responsibility for telework equipment and resources
• Establishing and maintaining a suitable workspace
• Security and confidentiality

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  Definition Definition

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  Definition Definition

  Technical support processes

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Definition

Telework refers to jobs performed away from the Colonial Williamsburg campus in a remote location on a full-time, part-time or occasional basis.

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Scope Scope

Scope

Teleworkers are expected to meet all the responsibilities, perform all the duties, and comply with all the policies applicable to workers in similar roles, regardless of the location. Employees can work remotely when they:

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Telework applies to employees who have written approval to work at home or a designated alternative workspace for one day or more per week.

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Terms of Telework Participation Terms of Telework Participation

Terms of Telework Participation

• Telework will not alter requirements to comply with employee duties and responsibilities or comply with company policy.
• Workers, both hourly and exempt, must track their telework time in the same way they would if they were working in the office.
• Telework creates no additional overtime requirements, and unauthorized telework overtime will be subject to corrective action unless expressly authorized by the teleworker's manager.

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• Teleworking employees will be required to take "Telework Orientation" training.

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Eligibility for Teleworking Eligibility for Teleworking

Eligibility for Teleworking

• The teleworker's job must not require physical presence at an office location.
• The teleworker must have sufficient experience and skill level to get the work/job done without the immediate direction of a manager.
• The teleworker's job can be adequately performed at their designated location. This includes having adequate high-speed internet connectivity.
• The teleworker's work output or outcome and job performance may be measurable remotely.
• The teleworker must maintain an agreed-upon level of performance. If performance declines, teleworking privileges may be rescinded.

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Accountability and Evaluation Accountability and Evaluation

Accountability and Evaluation

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Work Requirements Work Requirements

Work Requirements

• Time spent teleworking may vary according to the requirements of the employee's job, specific project requirements, and the telework agreement. Time required onsite may be determined by communications with clients, co-workers and scheduled events.
• Terms of participation in the telework program may be changed or revoked at the Foundation's sole discretion based on the teleworker's ongoing performance ratings and/or change in job requirements.

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Availability and Communications Requirem Availability and Communications Requirem

Availability and Communications Requirements

The teleworker must:

• Provide status updates in the format and at the level of frequency agreed upon with their manager.
• Be available to co-workers by telephone, email, chat, and any other agreed-upon communications mode within their expected work hours.
• Respond to messages (phone, email, chat, etc.) within the time window agreed upon with their manager.
• Use the authorized telework tools provided by IT.
• Attend all scheduled team or customer meetings by phone, video conference, or in-person, as required.
  • If the teleworker is offline for 2 hours or more during their designated workday, they must:
    • Notify their supervisor or manager of their unavailability

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• • • Block the time out on their Outlook calendar as Out of Office

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      Performance Measurement Performance Measurement

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      Performance Measurement Performance Measurement

      Take applicable leave in compliance with HR policies

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Performance Measurement

• • Performance goals will be set jointly by the teleworker and their manager in compliance with HR policies.
  • Teleworking employees are held to the same performance expectations as those who are working onsite.

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Use of and Responsibility for Telework E Use of and Responsibility for Telework E

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Determining the Appropriate Equipment an Determining the Appropriate Equipment an

Use of and Responsibility for Telework Equipment and Resources

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Determining the Appropriate Equipment and Resources

• Colonial Williamsburg will provide the necessary computer, software, and supplies for the telework employee to do their job.

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• The telework employee is solely responsible for the cost and maintenance of internet access at their home or alternate workplace.

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User Responsibility for Telework Equipme User Responsibility for Telework Equipme

User Responsibility for Telework Equipment and Resources

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Appropriate Use Appropriate Use

Appropriate Use

• • It is the teleworker's responsibility to ensure that all Foundation equipment and resources are used in accordance with the Information Technology Acceptable Use Policy referenced in the employee handbook.
  • If employee-owned computers and devices are used, the teleworker must follow all Foundation policies for employee-owned devices.

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Author
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I think this section is an overload of information on the security of documents – is there a reason for this>

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Establishing and Maintaining a Suitable Establishing and Maintaining a Suitable

Establishing and Maintaining a Suitable Workspace

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User Workspace Requirements User Workspace Requirements

User Workspace Requirements

• • The teleworker must provide a suitable work environment that allows them to perform all job requirements.
  • Colonial Williamsburg Foundation's confidential documents or materials taken from company offices must be kept in a designated work area and handled with the same level of security as within the company office:
    • If documents or materials are required to be in a locked drawer in the company office, then the same is required at the teleworker's designated work area.
    • The same level of company policies regarding disposal of sensitive printed documents apply to a teleworker's workspace.
  • The teleworker must take precautions to ensure that monitor screens and/or printed materials with sensitive data (such as health records, customer personal information or financial data) are not visible to others.

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Security and Confidentiality Security and Confidentiality

Security and Confidentiality

Teleworkers must ensure a high level of security for all company network and data access; physical documents; and any health, customer information or otherwise sensitive information displayed on a home office computer screen.
All teleworkers must:

• • Adhere to Colonial Williamsburg Foundation's security and access policies.
  • Follow Colonial Williamsburg Foundation's policy regarding the storage location of electronic data.
  • Follow Colonial Williamsburg Foundation's policy regarding the use of personally owned devices; for example, laptops, smartphones or tablets, to access the Foundation's networks and data.
  • Ensure that remote-access communications and stored data cannot be read by unauthorized parties, including a teleworker's family members or visitors.
  • Guard against sensitive data viewed on monitor screens — in the home office or while traveling.

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Technical Support Processes Technical Support Processes

Technical Support Processes

For technical support, teleworkers can contact the Information Technology Service Desk in the following ways:

• For password changes/resets go to {+}https://itaccess.cwf.org+^{Image RemovedImage Added}
• To submit a ticket request on the web go to {+}https://itsupport.cwf.org+^{Image RemovedImage Added}
• Contact by phone at (757) 220-7300
• Emergency information can be found at {+}https://emergency.cwf.org+^{Image RemovedImage Added}

Author
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I think we should add a section for Manager and employee expectations/duties - not required but is helpful. I can add it if necessary.

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Additional Resource Additional Resource

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“Telework Orientation” training, the “Te “Telework Orientation” training, the “Te

Additional Resource

"Telework Orientation" training, the "Telework Toolkit", and other related materials can be found at:

https://telework.cwf.org+^{Image RemovedImage Added}